Openings at Feed the Children

(4 months, Maternity Cover)

Job Purpose

The Procurement Coordinator will be responsible for making timely and cost-effective procurement decisions for goods and services that secure value for the organization. S/he will work with Departments to come up with procurement plans, identify, communicate and negotiate with suppliers while setting up deliveries and payment schedules for proactive program support to meet project needs and requirements in compliance to Donor requirements and Feed the Children’s policies & procedures as stipulated in the Procurement Manual.

Key Responsibilities

• Ensuring Quality assurance of goods and services procured for use in the organization.
• Give guidance on Budgeting contributions by ensuring departments capture realistic market prices during budgeting process
• Responsible for overseeing all unit staff under you train, delegate and guide them
• Carry out systematic research and market survey to be abreast with modern market intelligence
• Develop and implement standards for continuous review supplier performance
• Ensure Supply Chain management remains fully interlinked avoiding any systematic trouble shooting
• Maintain organization inventory (Assets register) ensuring all movable assets whose value is above USD 500 are captured
• Oversee timely tracking of departmental requests, purchases, receive timely systematic feedback on their requests through the document tracker
• Manage and guide the team on risk analysis of contract conditions and commercial implications on terms agreed with clients/suppliers
• Responsible for coordinating Tendering committee and offering policy and technical advice on all tendering procedures
• Drive accountability in all procurement procedures in line with the PPOA and relevant operating policy standards and procedures.
• Plan and coordinate section meetings to review procurement recommendations
• Manage and guide the performance of the team in the Procurement section
• Promote FEED Mission, values, strategy, and policies in accordance with internal management.
• Plus any other related duties as will be assigned by the supervisor

Key Functions

• Responsible for the process of generating purchase requests and orders for all FEED goods and services
• Delivering cost effective bargains for the organization
• Projecting stock levels guided by the stores management database system
• Reviewing supplier tenders and Bids
• Regular update of the prequalified supplier database and ensure onboarding/offboarding follows due process
• Manage the procurement supplier relationships and contracts for the organization
• Develop sourcing strategies
• Participate in preparing supplier contract terms of sales and risk analysis
• Custodian of accurate supplier records

Key Competencies

• Should be Organized, Time conscious and Resourceful Personality with an eye for detail
• Possess relevant Analytical and strategic thinking skills
• Ability to Negotiate and network in favor of the organization
• Good understanding of Local Purchasing Order system and related software
• High Ethical and Integrity standards of operation
• Excellent Interpersonal, communication and Leadership skills
• Focused on Managing Performance
• Energetic and Self- motivated can work with minimum supervision

Required Qualifications

• Bachelor’s degree in relevant field of Supplies management /Procurement/ (Masters preferred).
• Minimum 4 yrs. NGO experience with preferably 2years in an International NGO setting.
• Excellent Computer skills (Microsoft office).
• Experience in handling donor funded Supplies/Procurement.
• Excellent knowledge of stores management and warehousing.
• Knowledge of the Public Procurement and Oversight Authority procedures (PPOA)
• Knowledge and understanding of local market and pricing systems
• Good report writing and presentation skills
• Membership with KISM, CIPS or other relevant associations in Supplies Management.
• Ability to abide and promote FEED Ethos and Strategy

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JOB PURPOSE

Feed the Children (Kenya) is looking for multi-talented intern to join the Procurement & Logistics unit in the Kenya Country office based in Gigiri, Nairobi for a period of 3months. The Intern will support the unit in various activities as will be assigned by the Supervisor or designate. He/she will mainly assist the Procurement & Logistics Officer in raising quotations, quotation analysis, preparing the tender and procurement documents.

KEY ACCOUNTABILITIES

• Under direct supervision of the Proc. & Logistics Officer, provide support to procurement & Logs Department in effective acquisition of supplies.
• Support invoice processing in consultation with Finance Office, liaise whenever necessary with service provider/partner/retailer to expedite the process.
• Support the planning and implementation of innovative supply chain operations, initiatives and services to ensure value for money and time saving.
• Provide technical advice and identify opportunities for improvement and innovation initiatives analyzing best practices from the humanitarian and private sector.
• Support the management of vendors, including performance monitoring and measurements.
• Participate in opening of tenders, quotations and evaluation.
• Stock taking, inventory and reconciliation.
• Scanning of various procurement documents and upload in cloud storage system.
• Filing of various documents including quotations, minutes and contracts.
• Taking minutes of departmental meetings when required.
• Assist in quote analysis, LPO preparation, vendor performance evaluation and documentation.
• Prepare daily, weekly and monthly updates and update supply chain dashboards.
• Assist in monitoring the inventory management process to track trends and account for the inventory status from receipt to dispatch to final delivery points.
• Facilitate filing of contract documentations and ensure completeness of files per their respective checklist.
• Assist in the preparation of reports, solicitation documents and contracts.
• Assist in the receipt, verification and acceptance of goods and services procured.
• Assist in updating asset record and periodical verification.
• Other Proc &logistics related tasks as required.

STANDARD MINIMUM QUALIFICATIONS

Education:

• Bachelor’s degree in Supply Chain, Business Management or other relevant field.
• Graduated no longer than 1 year ago from a Bachelor’s degree or equivalent studies.
• Membership of CIPS or KISM.

Language: Fluency in both oral and written English is required.

TERMS AND CONDITIONS

• FEED is not responsible for living expenses, accommodation, and related costs.
• The internship duration is 3 months, full-time.
• Internship employment is decided based on competitive selection, qualifications, and merit.
• Both male and female candidates are encouraged to apply.